Website:

www.beaumontca.gov

Address:

550 E. 6th Street Beaumont, CA 92223

Phone:

951.769.8520

Request for Proposals for RFP 26-20 Citywide Facilities Needs Assessment

Contact:

Barbara Mason Purchasing Manager bmason@beaumontca.gov

RFP Available:

https://www.beaumontca.gov/949/Bids-and-RFPs

City of Beaumont Planet Bids portal:

https://vendors.planetbids.com/portal/66785/bo/bo-detail/145919 https://vendors.planetbids.com/portal/66785/bo/bo-detail/145919

1. INTRODUCTION

The City of Beaumont (“City”) requests written responses to a Request for Proposal (RFP) for a qualified consultant or consultant team to prepare a comprehensive Citywide Facilities Needs Assessment and Facility Planning Study. The selected consultant will be one that has demonstrated experience and professionalism in the preparation of final construction documents and specifications required for final city plan approvals.

All services provided by the Consultant shall be performed by individuals who meet the qualifications, education, and certification/licensing requirements for the position. The successful Consultant shall also have the resources to provide cost-effective and timely services, including customer service to the CITY.

Qualified firms that submit a proposal will be evaluated in accordance with the requirements defined within this Request for Proposals (RFP). Upon successful negotiations with the City, the selected Consultant will provide professional services as described in the Scope of Services of this RFP.

Responses must conform to the requirements of this Request for Proposal (RFP). The City reserves the right to waive any irregularity in any proposal, withdraw or amend this RFP or reject any proposal that does not comply with this RFP or City policies.

2. THE CITY OF BEAUMONT

The City was incorporated in November 1912 and is located in the San Gorgonio Pass portion of western Riverside County. It is bounded on the west by Calimesa and unincorporated areas, on the north by unincorporated county areas (Cherry Valley), on the south by unincorporated county areas and the City of San Jacinto, and on the east by the City of Banning. The land area within the City’s boundary is approximately 30 square miles.

The City of Beaumont is rated one of the safest cities in southern California. The City has its own police department. Fire and paramedic services are contracted through Riverside County. The City of Beaumont has been one of the fastest growing cities in California over the past 15 years and has a current population of 54,690. An average of 500 new homes have been permitted annually since 2013 and the population has grown by approximately 1,500 residents each year. Beaumont has seen significant growth in its quality of workforce with educational levels and technical skills. The community has also seen growth in its household income levels. As a result of this growth, the City must continue to provide residents with the quality of life they expect. This involves expanding park and recreational amenities, maintaining a quality police force to keep pace with growth, construction of regional surface transportation projects, and to perform economic development activities to diversify the city’s tax base and increase employment opportunities in the region.

The City Government The Beaumont City Council is comprised of five Council members, each sharing equal voting powers on all items coming before the Council. Council members are elected to at-large positions for four-year terms, with elections held in November of even-numbered years. The City Council meets annually to select one of its members to serve as Mayor and another to serve as Mayor Pro Tem for one year but no more than two consecutive years.

The City Council provides legislative and policy direction to the City Manager, who implements their decisions to direct the activities of the City. The City Council responds to issues and concerns of the community by allocating resources, developing policies, and formulating strategies that support the vitality and economic viability of the City. All of their decisions must be made at public meetings.

The City Council appoints the City Manager and City Attorney and members of all advisory boards, commissions, and committees. The City Council also serves as the Board of Directors for the Beaumont Financing Authority, Beaumont Utility Authority, and the Beaumont Parking Authority.

The CITY interacts with other government agencies, including but not limited to the California Department of Transportation, the County of Riverside, RCTC, and the Santa Ana Regional Water Quality Control Board.

3. BACKGROUND

Founded at the turn of the 20th century, Beaumont is proud of its rich history and rural charm. The town served as a welcome “stopping-off point” for early travelers making their way from the Mohave desert to Los Angeles, and later for L.A. residents eager to vacation in Palm Springs. Some, however, set down roots, drawn by the beautiful mountain vistas; clean, crisp air; and the abundance of cherry and apple orchards.

Beaumont provides the very best of rustic, rural beauty and charm, combined with the planned growth, abundant recreational opportunities, and rich community life offered by the finest Southern California cities. The progressive city of over 54,000 people, sits at 2,612 feet in elevation between Riverside and Palm Springs in the Inland Empire. The city operates 18 city-owned parks, including a 20-acre sports park as well as an extensive trails system. The Beaumont School District, with 12 schools, has an outstanding reputation, and it ranks highly in the Pass Area. The city is rounded out with various local service clubs, a state-of-the-art community recreation center, a library, two four-star golf courses, and multiple churches.

The City interacts with numerous other government agencies, including but not limited to the California Department of Parks and Recreation, the California Department of Transportation, the County of Riverside, Riverside County Transportation Commission (RCTC), California Department of Housing and Community Development, the Federal Railroad Administration, the U.S. Economic Development Administration, and the U.S. Department of Justice.

4. SCOPE OF WORK

The intent of this Request for Proposal (RFP) is to secure the services of a qualified professional firm (Consultants) to provide a comprehensive Citywide Facilities Needs Assessment and Facility Planning Study. The selected consultant will be one that has demonstrated experience and professionalism in the preparation of final construction documents and specifications required for final city plan approvals.

Consultant must be proactive and knowledgeable of all regulations required for project acceptance. Consultant shall be an advisor, advocate, and produce a product with the best interest intended for the City within the required schedule and budget.

The following Scope of Service is provided as a guideline and is intended to identify the City’s initial expectations and requirements. Consultants may suggest modifications to the proposed Scope of Services and shall expand the scope to include additional and/or optional tasks if deemed necessary to execute and facilitate the proposed services to complete the Project. At a minimum, the following specific tasks are to be included in the proposed Scope of Services.

5. TERM

The initial term of the agreement shall be for the period of one (1) year from the Notice to proceed date. Unless otherwise agreed to by the parties or as may be required by law, any renewal shall be based on the same prices, terms and conditions as the initial term.

6. PROPOSAL REQUIREMENTS

Proposals shall clearly address all the information requested and describe the methodology to be used to accomplish each of the project tasks. Please note: this RFP cannot identify each specific, individual task required to successfully and completely implement this project. The City relies on the professionalism and competence of the selected firm to be knowledgeable of the general areas identified in the scope of services. The City will not approve an addendum to the selected firm’s agreement which do not involve a substantial change from the general scope of work identified in this RFP.

The proposal shall clearly address all the information requested herein. To achieve a uniform review process and obtain the maximum degree of comparability, it is required that proposals be organized and contain all information as specified below. Proposers shall submit one copy of the proposal and one copy of the cost proposal on the Planetbids portal, both proposals will need to be submitted separately.

A. Cover Letter: Maximum of two (2) pages serving as an Executive Summary which shall include an understanding of the scope of services. The RFP shall be transmitted with a cover letter that must be signed by an official authorized to bind the consultant contractually. The letter accompanying the RFP shall also provide the name, title, address, and telephone number of individuals with the authority to negotiate and contractually bind the consultant. The cover letter constitutes certification by the consultant, under penalty of perjury, that the consultant complies with nondiscrimination requirements of the State and Federal Government. An unsigned proposal or one signed by an individual unauthorized to bind the consultant may be rejected.

B. Introduction/Information: Introduction of the service proposal, including a statement of understanding for the types of services contemplated, shall be a maximum of two (2) pages. Provide the name of the firm submitting the proposal, its mailing address, telephone number, and the name of the individual to contact if further information is required. Any participating firms and proposed sub-consultants shall be identified and included in the proposal (all sub-consultants must be approved by City prior to signing the agreement with City).

C. Approach: The proposal should set forth a detailed work plan, including an explanation of the methodology and process for providing the services required in this RFP. Detailed project schedule, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion. The firm’s approach to delivering the scope of services shall be a maximum of six (6) pages. Describe the firm’s approach to communicating effectively with City staff and officials, other jurisdictional stakeholders, and the public, to facilitate successful delivery of assigned tasks.

D. Firm Profile: The Firm Profile shall be a maximum of five (5) pages. Provide a description of the firm, including number of professional personnel, years in business, office location(s), organizational structure (e.g., corporation, partnership, sole practitioner, etc.), areas of particular expertise, etc. Location of principal office that will be responsible for the implementation of this contract.

In addition, any participating firms and proposed subcontractors shall be identified and included in the proposal (all subcontractors must be approved by the City prior to signing the agreement with the City).

E. Proposed Team: The Proposed Team submission section shall be a maximum of two (2) pages. Provide a summary description of all personnel who will be involved in this project, their roles and responsibilities, and their experience in similar past projects. The proposal must name a project manager. In addition to this summary, full resumes must be provided.

F. Resumes: The Resume section of the proposal shall not exceed thirteen (13) pages. Provide professional resumes for the key personnel and sub-consultants assigned to the project.

G. References: The References section shall be a maximum of three (3) pages. Provide at least three (3) references from previous cities, counties or other agencies for similar work completed within the last five (5) years, which include: name, address, contact person, email contact and phone number for the agency, length of time services were provided, staff assigned to each project by your firm, and a description of the services provided. All submitted materials shall become the property of the City of Beaumont.

H. Scope of Services: Provide a description of the tasks, sub-tasks, and deliverables that will be provided, in a maximum of ten (10) pages. The Scope of Services should be presented in a logical format that can be easily attached to the Professional Services Agreement (Exhibit C). Any additional items not mentioned above in the list but needed to get to full design and construction shall be included in the proposal as additional items for consideration.

I. Project Schedule: Provide a comprehensive Critical Path Method (CPM) schedule describing the nature and estimated timeline of proposed work objectives and milestones. Gannt chart preferred.

J. Cost proposal: Provide detailed cost of services in a separate attachment in Planetbids.

Costing should include:

· Break down by a per unit rate (i.e. per box, per plan set, per binder, per drawer, per book, per trip, etc.).

· Provide a table with estimates based on information outlined in this RFP.

· Fixed prices, including out-of-pocket expenses, for all costs associated within the scope of this proposal,

· Additional billable costs for non-specified tasks

· Total fees and expenses for the entire scope of the project

· Any area which proposers believe should be included in the scope of work in this proposal, but which is not stipulated in this RFP, and identifies the costs associated with the services rendered.

Please note, Proposers shall be expected to preplan to make cost saving reductions wherever possible. Pricing shall be all-inclusive of the document imaging and quality control process (prep, naming, OCR, folder creation, organization, re-fastening/binding content, etc.).

K. List of all current/outstanding contracts, their status, and the completion date for each contract.

L. Additional Information: The Additional Information section shall be a maximum of two (2) pages. Any other information that should be considered, such as any special services or customer service philosophy, which defines your firm’s practice.

M. Insurance: The firm will be required to have professional liability insurance including liability at a minimum of two million per occurrence, state required worker’s compensation, and one million vehicle coverage including comprehensive and collision insurance naming the City of Beaumont as additional insured. The proposal shall state whether such insurances will be in force at time of contract execution.

7. SUBMITTAL

Submit one (1) digital color copy of proposal and one (1) digital copy of the cost proposal in PDF format on Planetbids in accordance with the bid submission deadline provided in this RFP. Proposal must be titled “Proposal for City of Beaumont **Citywide Facilities Needs Assessment** and Cost proposal must be titled “Cost Proposal for City of Beaumont **Citywide Facilities Needs Assessment**”

No proposals will be accepted after the due date. Once submitted, proposals cannot be altered without prior written consent from the City. The prospective bidder assumes sole responsibility for submitting a complete bid proposal in response to this RFP. No special consideration will be given after bid proposals are opened due to a bidder’s failure to comply with all requirements of the RFP.

All costs associated with preparation of any proposal shall be the sole responsibility of the proposer. Each proposal shall be limited to a maximum per section as noted and using minimum 12-point font size.

All questions regarding this RFP shall be submitted on Planetbids by the deadline for questions provided in this RFP. No questions will be accepted after the above due date. Responses to all questions will be posted on the City’s Planetbids portal.

If prior to the question submittal due date, a prospective Company discovers any ambiguity, conflict, discrepancy, omission, or other errors in this RFP or any of its appendices, exhibits, or attachments, the Company shall immediately notify the City of such error in writing and request modification or clarification of the document. Modifications shall be made by written Addenda to the RFP.

If a Company fails to notify the City prior to the question submittal due date, of an error in the RFP known to the Company, or an error that reasonably should have been known to the Company, the Company shall submit its Proposal at its own risk, and if the Company is awarded a Contract, it shall not be entitled to additional compensation or time by reason of the error or its later correction.

All communications regarding technical, scope, and/or project-related questions and requests for clarifications, changes, exceptions, and deviations to the terms and conditions set forth in this RFP shall be submitted via “Q&A” through the City’s Electronic Bidding System, Planetbids, before the deadline and according to these specifications herein.

The Proposer may provide a list of exceptions, edits, or modifications to the proposed Standard Agreement during the Question and Answer process. The City has no obligation to accept any proposed exception, edit, or modification. Proposers will be evaluated on the required services only and any requested exceptions, edits, or modifications will not affect the proposer responsiveness to the RFP. The City reserves the right to make modifications to the Standard Agreement and if selected by the City, the proposer agrees to execute the City’s Standard Agreement Exhibit “C” with or without modification.

SUBMITTAL SCHEDULE:

8. CONFIDENTIALITY

Prior to the proposal submittal deadline, all proposals will be designated confidential to the extent permitted by the California Public Records Act. After the proposal submittal deadline, all responses will be regarded as public record and will be subject to review by the public. Any language purported to render confidential all or portions of the proposals will be regarded as non-effective and will be disregarded.

9. AMENDMENTS TO REQUEST FOR PROPOSALS

The CITY reserves the right to amend the RFP by addendum prior to the final proposal submittal date. The addenda will be posted on the CITY’s Planet Bids Portal: https://vendors.planetbids.com/portal/66785/bo/bo-detail/145919.

10. CITY OF BEAUMONT RIGHTS AND OPTIONS

This RFP does not commit the City of Beaumont to award a contract or to pay any cost incurred with the preparation of a proposal or contract for services described herein.

The City may, in its sole discretion and without any obligation to act reasonably, reject any and all proposals, waive informalities and minor irregularities in any proposal reviewed, negotiate with any qualified source submitting a proposal, extend deadlines, and/or request additional information. Subsequent to negotiations, prospective consultants may be required to submit revisions to their proposals. The City may reject any proposal that does not conform to the instructions provided in this RFP. Additionally, the City reserves the right to negotiate all final terms and conditions of any proposal received before entering into final contract.

The City reserves the right to postpone selection for its own convenience, to withdraw this RFP at any time, and to reject any and all proposals without indicating any reason for such rejection. As a function of the RFP process, the City of Beaumont reserves the right to remedy technical errors in response to the RFP and to modify the published scope of services and scope of work. Proposals submitted in response to the RFP will not be returned.

All property rights, including publication rights of all reports produced by respondents in connection with services performed under this agreement will be vested in the City. In addition, respondents will not publish or release any of the results of its examination without the express written permission of the City.

11. CONFLICT OF INTEREST

The Consultant shall disclose any personal or professional financial, business, or other relationships with the City that may have an impact on the outcome of this contract or any resulting project. The consultant shall also list current clients who may have a financial interest in the outcome of this contract.

12. PROPOSAL EVALUATION/SELECTION

The City intends to engage the most qualified consultant available that demonstrates a thorough understanding of the City’s needs. City staff will use the following criteria to evaluate the proposals:

1. Understanding the scope of services

The City may request a qualification interview with the highest ranked consultant(s) prior to determining the final ranking. This selection will be conducted according to the City’s adopted procedures. The City reserves the right to reject any and all proposals.

CONTACT WITH ANY CITY EMPLOYEE OTHER THAN THE CONTACT NAMED IS STRICTLY PROHIBITED AND WILL BE CAUSE FOR DISQUALIFICATION OF THE PROPOSAL.

Attachments

A. Exhibit A- Scope of Services B. Exhibit B- Facility/Property List C. Exhibit C- Sample Professional Services Agreement (PSA)

Exhibit “A”

Scope of Services

Citywide Facilities Needs Assessment and Facility Planning Study Project Purpose and Objectives The City of Beaumont (City) is seeking a qualified consultant or consultant team (Consultant) to prepare a comprehensive Citywide Facilities Needs Assessment and Facility Planning Study. The study will have four (4) distinct phases.

Phase I – Citywide Facilities Needs Assessment The Consultant shall conduct a comprehensive assessment of the condition, functionality, capacity, utilization, and long-term needs of City facilities, including the City’s Main Campus. The assessment shall include, at a minimum, a comprehensive facility inventory, operational and space needs analyses, capacity evaluations, stakeholder engagement, long-range facility planning, and evaluation of alternatives. The Consultant shall identify existing deficiencies, projected future needs, opportunities for consolidation or improved utilization, and recommended priorities for addressing the City’s facility needs.

Facility Condition Assessments shall be provided as an optional service and shall be priced separately from the Consultant’s base scope of services. The City may, at its sole discretion, elect to authorize all, some, or none of the proposed Facility Condition Assessment services Phase II – City-Owned Property and Municipal Service Expansion Based on the findings and recommendations of Phase I, the Consultant shall evaluate City-owned properties for potential expansion of municipal services, satellite facilities, and other municipal uses. The evaluation shall consider site suitability, accessibility, existing infrastructure, land-use compatibility, development constraints, service delivery, and long-term operational needs.

Phase III – Beaumont Avenue and Cougar Way Property The Consultant shall evaluate potential long-term uses and development opportunities for the approximately 30-acre City-owned parcel located at the southwest corner of Beaumont Avenue and Cougar Way, excluding the portion reserved for the future Police Station (~10 acres). The evaluation shall consider the City's current and projected municipal service needs, potential public-serving uses, site constraints, infrastructure requirements, access and circulation, phasing, and opportunities for shared or complementary uses.

The consultant shall identify compatible uses for the site. The Consultant shall evaluate potential uses for the site based on the City’s facility, operational, and space needs identified through the prior phases of this study. The evaluation shall identify potential site utilization strategies that maximize the functionality and long-term value of the remaining property while maintaining adequate area for the future Police Station.

Phase IV – Main Campus Long-Term Viability and Conceptual Plan The Consultant shall evaluate the long-term viability and capacity of the City’s existing Main Campus. This evaluation shall consider the findings of Phases I through III, including projected staffing and service needs, facility deficiencies, site constraints, circulation and parking, opportunities for facility expansion or replacement, and the potential relocation or consolidation of municipal functions.

The Consultant shall develop a Main Campus Conceptual Plan focused primarily on optimizing the use of existing City facilities and available space within the existing campus footprint. The concept shall illustrate how existing spaces may be reorganized, repurposed, or otherwise programmed to better accommodate current and future municipal service needs identified through the prior phases. The concept shall identify opportunities to improve space utilization, functional relationships between departments and services, circulation, parking, and overall campus functionality.

The Conceptual Plan shall also identify any significant space needs that cannot reasonably be accommodated within the existing campus footprint and, where appropriate, provide high-level recommendations for addressing those needs. The concept shall establish a practical framework for prioritizing and phasing recommended improvements, recognizing that implementation may occur over multiple phases and through future capital improvement projects. The Consultant shall not be responsible for the architectural design or detailed planning of new facilities as part of this task.

Scope Assumptions, Facility List, and Level of Assessment Facility and Property List The City will provide or issue as an RFP attachment a preliminary list of facilities and properties to be evaluated ("Facility List"). The Facility List will identify, to the extent known, facility/property name, address, ownership or lease status, current use, approximate building square footage, site acreage, and other available identifying information. The Consultant shall verify available information during the project and document discrepancies.

The Consultant shall base its fee and level of effort on the Facility List and shall clearly identify any assumptions regarding facilities, structures, acreage, or specialty assets. Properties not included in the Facility List may be added only by written authorization of the City. The City reserves the right to add, remove, defer, or separately study individual properties or tasks as the City determines to be in its best interest, with any corresponding adjustment to scope and compensation subject to written authorization. Comment by Christopher Boatman: Good call Consultant Team Disciplines The Consultant shall provide a team with qualifications appropriate to the assigned work. The team shall include, either in-house or through identified subconsultants, expertise in facility planning/architecture, building condition assessment, mechanical systems, electrical systems, plumbing, structural evaluation, roofing/building envelope, fire/life safety, accessibility, civil/site planning, cost estimating, space programming, and municipal/public safety facility planning as applicable. Work constituting the practice of architecture or engineering shall be performed or overseen by appropriately licensed California professionals.

The Consultant shall remain fully responsible for the performance, accuracy, coordination, and quality of all work performed by its subconsultants. No substitution of key personnel or material change in team composition shall occur without prior written approval by the City.

General Outline The Scope of Services will require the Consultant to provide all labor, equipment, tools, and furnishings necessary to prepare the Citywide Facility Needs Assessment that includes any and/or all research, calculations, assessments, studies, reports, and findings. Project tasks shall include, but are not necessarily limited to, those items noted below. If the Consultant feels that additional tasks are warranted, they must be clearly identified in the Consultant’s proposal. The Scope of Services shall generally include the following tasks:

Phase I – Citywide Facilities Needs Assessment

· Task 1 – Project Management, Data Collection, and Quality Management

· Task 2 – Stakeholder, Department, and Community Needs Assessment

· Task 3 – Citywide Facility, Property, and Asset Inventory

· Task 4 – Current and Future Space Needs and Utilization Analysis

· Task 5 – Citywide Gap Analysis and Prioritization Framework

· Task 6 – Preferred Facility Strategy, Capital Plan, and Funding Analysis

· Task 7 – Draft and Final Citywide Facilities Needs Assessment

· Task 8 (OPTIONAL) - Facilities Condition Assessment

Phase II – City-Owned Property and Municipal Service Expansion

· Task 9 – City-Owned Property and Municipal Service Expansion Analysis

Phase III – Beaumont Avenue and Cougar Way Property

· Task 10 – Beaumont Avenue and Cougar Way Site Development Scenarios and Facility Alternatives

Phase IV – Main Campus Long-Term Viability and Conceptual Plan

· Task 11 – Main Campus Long-Term Viability Analysis and Conceptual Plan

Detailed Scope of Services Phase I – Citywide Facilities Needs Assessment Task 1 – Project Management, Data Collection, and Quality Management The Consultant shall conduct a kickoff meeting with City staff to confirm goals, scope, Facility List, project governance, schedule, communication protocols, document-sharing procedures, stakeholder engagement approach, decision points, review periods, cost-estimating conventions, data standards, and required final products.

The Consultant shall prepare a comprehensive data request and review available information, including, as applicable: prior facility needs assessments and condition studies; the City’s 2017/2018 Needs Assessment; Strategic Plan and Council priorities; General Plan; Parks and Recreation Master Plan; Police Department planning documents; CIP documents; annual budgets and long-term financial planning documents; organizational charts and staffing plans; maintenance records and work orders; property and lease information; site plans and floor plans; utility information; accessibility or seismic studies; energy information; and other ongoing studies relevant to facility planning.

Within 30 days of Notice to Proceed, the Consultant shall submit a Project Management and Quality Management Plan that includes:

· Detailed work plan, task schedule, milestones, critical path, and responsibility matrix.

· Facility visit and access coordination protocol, including staff notification needs.

· Data dictionary and proposed asset/facility hierarchy for standardized information collection.

· Quality assurance/quality control (QA/QC) procedures for field data, cost estimates, calculations, maps, database entries, and reports.

· Proposed FCI methodology and definitions of work categories, priorities, condition ratings, and remaining useful life.

· Cost-estimating basis, location factors, escalation methodology, soft-cost assumptions, and estimate-year convention.

· Draft stakeholder engagement plan and meeting calendar.

· List of assumptions, data gaps, and items requiring City direction.

Deliverables

· Project Initiation, Data Collection, and Quality Management Memorandum

· Detailed Project Schedule and Stakeholder Engagement Plan

· QA/QC Plan and Draft Data Dictionary

Task 2 - Stakeholder, Department, and Community Needs Assessment The Consultant shall conduct structured interviews, workshops, surveys, and/or facilitated sessions with City departments and key staff to understand current operations, service delivery, staffing, workflow, customer service, storage, fleet/equipment, records, technology, security, training, emergency response, community programming, and long-term operational objectives.

At a minimum, the Consultant shall engage representatives from the City Manager’s Office, City Clerk, Finance, Human Resources, Economic Development, Community Development, Public Works, Police Department, fire/emergency service representatives, Parks and Recreation, Transit, Information Technology, facilities maintenance, and other departments or divisions identified by the City.

The Consultant shall document current and projected staffing, service changes, operational constraints, interdepartmental relationships, public-facing requirements, desired adjacencies, specialty spaces, shared-use opportunities, and perceived facility deficiencies. Department assumptions shall be validated with responsible City staff before being used in final space projections or alternatives.

The Consultant shall facilitate one City Council workshop during the needs-assessment phase to confirm policy priorities, desired facility outcomes, community-facing needs, and the preliminary list of potential future civic improvements. The Consultant shall also facilitate up to two public/community listening or workshop sessions during the project: one focused on facility/community needs and one focused on alternatives or the preferred strategy. The City may elect to combine, modify, or waive a community session by written direction without changing the overall project objective.

Deliverables

· Department Needs Assessment and Stakeholder Findings Memorandum

· Council Priorities and Community Input Summary

· Meeting agendas, presentation exhibits, and summary notes

Task 3 - Citywide Facility, Property, and Asset Inventory The Consultant shall prepare and verify a standardized inventory of all facilities and properties included in the Facility List. The inventory shall be structured so the City can maintain and update the information after project completion and shall be deliverable in an editable, non-proprietary format compatible with common spreadsheet/database tools and, where practical, GIS or City asset-management systems.

For each facility or property, the Consultant shall document, as available and applicable:

· Facility/property name, unique City identifier, address, Assessor’s Parcel Number, geographic coordinates, and ownership/lease status.

· Current use, department/division served, public access characteristics, and criticality or essential-service function.

· Building square footage, site acreage, number of stories, year constructed, major additions/renovations, and known major system replacement dates.

· General construction type, roof type, major architectural characteristics, and observable building-system information.

· Site access, parking, circulation, utility availability, drainage/topographic constraints, and other known site limitations.

· General condition, functional adequacy, accessibility considerations, security considerations, and known deferred maintenance.

· Major equipment and building systems, including available make/model/nameplate information where reasonable and relevant to capital planning.

· Opportunities for renovation, expansion, reuse, consolidation, relocation, or disposition.

· Representative photographs of the facility and major deficiencies or constraints.

· Links or references to available plans, studies, maintenance records, or other supporting documents.

The Consultant shall develop a standardized Facility Profile for each facility/property and a Citywide asset/property database. The database structure shall support filtering by facility, department, building system, priority, work type, cost, year, and status.

Deliverables

· Citywide Facility, Property, and Asset Inventory

· Standardized Facility Profiles

· Editable Citywide Facility/Asset Database and Data Dictionary

Task 4 - Current and Future Space Needs and Utilization Analysis The Consultant shall evaluate current and projected space needs based on verified staffing, public usage, service levels, operational demands, community needs, regulatory requirements, work trends, technology, population and demographic growth, City goals, and reasonable planning assumptions. Projections shall be developed for 5-, 10-, and 20-year horizons and shall clearly identify data sources, assumptions, and any sensitivity to growth scenarios.

The analysis shall address:

· Existing space allocation, utilization, deficits, inefficiencies, and over- or underutilization.

· Projected staffing and service-delivery requirements by department/function.

· Office/workstation needs, public counters, meeting/training rooms, collaboration areas, and support spaces.

· Records, evidence, general storage, equipment, fleet, yard, maintenance, and specialty operational needs.

· Emergency Operations Center, disaster response, continuity-of-operations, and public safety needs.

· Community, civic, cultural, recreational, and public meeting needs identified through City and community input.

· Technology/server and secure support-space needs.

· Adjacency, workflow, public/staff separation, security, accessibility, parking, and circulation needs.

· Opportunities for shared use, consolidation, co-location, flexible space, remote/hybrid work impacts where applicable, and relocation to more suitable facilities.

The Consultant shall prepare departmental space programs identifying current and projected personnel, key program assumptions, space types, unit-space assumptions, support-space factors, grossing factors, and total programmed square footage. The Consultant shall compare programmed need to existing capacity and identify gaps by department and facility.

Deliverables

· Draft and Final Current and Future Space Needs Analysis

· Departmental Space Programs and Adjacency/Workflow Summary

· Facility Utilization and Capacity Gap Tables

Task 5 - Citywide Gap Analysis and Prioritization Framework The Consultant shall summarize findings from the background review, stakeholder engagement, asset inventory, and space-needs analysis into a Citywide facility gap assessment.

The Consultant shall develop a weighted prioritization framework in coordination with City staff before scoring recommendations. Criteria shall be clearly defined and may include life safety, regulatory compliance, service continuity, public safety, accessibility, service-delivery impact, operational efficiency, community benefit, capacity/growth need, cost avoidance, funding feasibility, implementation readiness, resilience, and consistency with Council goals.

The final prioritization matrix shall show each major project or recommendation, applicable criteria scores, weighting, total score, cost, timing, dependencies, and rationale. The Consultant shall also identify projects that should proceed irrespective of comparative scoring because of urgent safety, legal, or critical service needs.

Deliverables

· Citywide Facility Gap Analysis

· Weighted Prioritization Criteria and Scoring Methodology

· Prioritized Facility Project Matrix

Task 6 - Preferred Facility Strategy, Capital Plan, and Funding Analysis The Consultant shall present the future space needs and facility gap analysis to City Council for review and direction. Based on Council and City staff direction, the Consultant shall provide the preferred Citywide facility strategy, including a capital plan and funding analysis.

The preferred strategy shall include:

· Recommended facility improvements, renovations, replacements, expansions, relocations, consolidations, reuse/disposition actions, and new facilities.

· A sequenced 5-, 10-, and 20-year implementation program distinguishing immediate, near-term, mid-term, and long-term actions.

· A multi-year capital expenditure plan showing project-level planning costs, annual or time-band expenditures, and dependencies.

· Funding projection scenarios showing, at a minimum, the approximate annual investment needed to address the existing backlog, maintain the current portfolio condition, and improve portfolio condition over time.

· Potential funding sources and financing considerations appropriate to the type and timing of each project, without representing that any source is guaranteed or legally available.

· Key decision points, required follow-up studies, environmental review, land-use actions, design phases, procurement steps, and Council approvals.

· Risks, assumptions, and triggers that could change project priority, cost, or timing.

Deliverables

· Integrated Preferred Citywide Facility Strategy

· Phased 5-, 10-, and 20-Year Capital and Implementation Plan

· Funding Strategy and Funding Projection Scenarios

Task 7 - Draft and Final Citywide Facilities Needs Assessment The Consultant shall prepare an integrated Draft Citywide Facilities Needs Assessment and Facility Planning Study that consolidates all findings, assumptions, analyses, alternatives, costs, recommendations, and implementation steps. The report shall be concise enough for executive use while retaining sufficient supporting detail for future capital planning and project development.

The Consultant shall provide a 60% draft, a 100% draft, and a final report unless the City approves an alternate review sequence. The City will provide consolidated comments at each review stage. The Consultant shall maintain a comment-response matrix showing how each substantive City comment was addressed. A deliverable shall not be considered final until accepted in writing by the City Project Manager.

The final report shall include, at a minimum:

· Executive summary and key decisions.

· Project purpose, methodology, assumptions, and limitations.

· Background document review and stakeholder/community engagement summary.

· Citywide facility/property/asset inventory and standardized profiles.

· Current and future space needs, utilization, adjacency, and capacity findings.

· Citywide gap analysis and prioritization methodology/matrix.

· Development scenarios, conceptual plans, alternatives evaluation, and cost-benefit comparison.

· Preferred Citywide facility strategy.

· 5-, 10-, and 20-year capital/implementation plan and funding scenarios.

· Recommended next steps, follow-up studies, and decision triggers.

· Appendices, maps, photographs, tables, cost-estimate backup, and supporting data.

The Consultant shall present the final report to City Council for consideration.

Deliverables

· 60% Draft Citywide Facilities Needs Assessment

· 100% Draft Citywide Facilities Needs Assessment

· Final Citywide Facilities Needs Assessment and Facility Planning Study

· Executive Summary

· Final City Council Presentation Materials

· Comment-Response Matrix

Task 8 (OPTIONAL) - Facilities Condition Assessment The Consultant shall perform a visual, non-destructive condition assessment of facilities identified by the City for physical assessment. The assessment shall evaluate observable condition, remaining useful life, deferred maintenance, capital renewal, operational adequacy, accessibility barriers, safety/security concerns, and future capital needs at both system and component levels as appropriate to the facility.

Major systems and areas to be assessed shall include, as applicable:

· Site and civil improvements, hardscape, drainage, parking, access, and circulation.

· Foundations and structural systems, where observable, including identification of conditions warranting specialized structural or seismic review.

· Building envelope, exterior walls, windows, doors, waterproofing, roofing, and related systems.

· HVAC, ventilation, controls, building automation, and associated major equipment.

· Electrical service/distribution, lighting, emergency power, generators, and renewable-energy systems where present.

· Plumbing, domestic water, sanitary systems, pumps, and related equipment.

· Fire protection, fire alarm, life-safety, and emergency systems.

· Security, access control, surveillance, and public/staff separation considerations.

· Technology/telecommunications infrastructure and server/IT support spaces at a planning level.

· Elevators, vertical transportation, specialty equipment, and fixed operational equipment where relevant.

· Interior finishes, restrooms, public counters, storage, records areas, training/meeting spaces, and specialty operational areas.

· Observable ADA/accessibility barriers and other observed building-code or regulatory concerns; the assessment is not a formal code compliance certification unless separately authorized.

· Energy-efficiency, resilience, emergency preparedness, and sustainability opportunities appropriate to the observed condition and anticipated renewal cycle.

Assessment Standard and Limitations Unless specifically authorized otherwise, facility condition assessments shall be visual, non-destructive, planning-level assessments of accessible and observable areas and systems. Where observable conditions indicate that a specialized inspection or additional testing may be warranted, the Consultant shall document the condition, explain the basis for the recommendation, photograph the issue when appropriate, identify the recommended specialty investigation, and provide a planning-level allowance for that follow-up work. The Consultant shall immediately notify the City of any observed condition that, in the Consultant’s professional judgment, presents an imminent threat to life, safety, property, or continuity of critical operations.

Deficiency Classification and Priority Each identified deficiency or capital renewal item shall be assigned a work category, priority, recommended action, planning-level cost, and implementation year or time band. At a minimum, the Consultant shall distinguish routine/scheduled maintenance, deferred maintenance, capital repair, capital renewal, capital replacement, life-safety/code/security, accessibility, energy/sustainability, and functional/operational improvements.

Priorities shall be established using transparent criteria and shall distinguish, at a minimum: immediate/urgent needs; near-term needs (Years 1-5); mid-term needs (Years 6-10); and long-term needs (Years 11-20). Urgent conditions that may endanger life or property shall be reported to the City promptly and not deferred until issuance of a draft report.

Facility Condition Index and Life-Cycle Analysis The Consultant shall calculate an FCI for each applicable facility using a consistent methodology approved by the City. Unless otherwise approved, FCI shall be calculated as the cost of deferred maintenance and qualifying repair backlog divided by current replacement value. The Consultant shall clearly state which work categories are included or excluded from the calculation and shall not combine renewal or enhancement projects into the FCI without City approval.

The Consultant shall estimate remaining useful life and anticipated renewal year for major components and prepare a life-cycle renewal forecast for each facility. The forecast shall identify expected capital renewal and replacement costs by year and support aggregated 5-, 10-, and 20-year planning.

Deliverables

· Draft and Final Facility Condition and Functional Assessment Report

· Facility-specific deficiency and renewal lists with photographs

· FCI Summary and Life-Cycle Renewal Analysis

· Urgent Condition Notifications, as applicable

Phase II – City-Owned Property and Municipal Service Expansion Task 9 - City-Owned Property and Municipal Service Expansion Analysis The Consultant shall evaluate City-owned properties for their potential to support future municipal service expansion, including satellite facilities, operational support spaces, and civic uses identified in Phase I. This evaluation shall address site suitability, accessibility, infrastructure capacity, land‑use compatibility, development constraints, service‑delivery impacts, and long-term operational considerations.

The Consultant shall also identify and evaluate potential sites suitable for a future Fire Station, including service‑area coverage requirements, spatial needs, operational criteria, and opportunities for integration with other municipal uses (e.g., shared infrastructure, emergency access, parking).

Potential uses to be tested may include City Hall/administrative offices, Police Department facilities, fire/public safety support, Emergency Operations Center, corporation/maintenance/public works yard, centralized records/support services, meeting/training space, cultural/civic/event facilities, open space/event lawn/amphitheater uses, and other needs identified through the study.

Each of the site analysis shall evaluate, at a planning level and based on available information:

· Parcel configuration, easements and known encumbrances made available by the City.

· Vehicular, pedestrian, emergency, and service access; internal circulation; parking; and fire access.

· Compatibility with surrounding uses and relationship to the future Police Department facility.

· Security, operational separation, shared infrastructure, and opportunities for phased development.

· Potential site capacity, expansion/reserve areas, and order-of-magnitude site-development costs.

Deliverables

· Base Mapping/Opportunities and Constraints Diagram

· Planning Assumptions for Concept Development

· Draft and Final City-Owned Property & Municipal Service Expansion Evaluation Report

Phase III – Beaumont Avenue and Cougar Way Property Task 10 – Beaumont Avenue and Cougar Way Site Development Scenarios and Facility Alternatives The Consultant shall evaluate long-term development opportunities for the City-owned 30-acre parcel at Beaumont Avenue and Cougar Way, considering municipal service needs, public-serving uses, environmental constraints, infrastructure requirements, site circulation, phasing feasibility, and opportunities for shared or complementary uses.

The Consultant shall incorporate the…